Travel & Expense Assistant

Pinsent Masons
Birmingham, West Midlands
Closing date
10 Jan 2023

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Vacancy Type
Contract Type
Experience Level
Officer / Analyst / Engineer / Executive / Coordinator, Admin
Role Classification
Other Professional
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Job Details

Job Description


Role Overview

We are looking for an experienced Accounts Payable (Travel & Expense) Assistant to join our Finance team in our Birmingham office on a permanent basis. 

The Accounts Payable (Travel & Expense) Assistant will be working as part of the Expenses Team and assisting the Travel & Expense Manager with the smooth running of international travel and expense ledgers.

Main duties and responsibilities

  • Maintaining the firm's expenses system, including checking and confirming new approvers.
  • Dealing with Travel Accounts on an international basis, checking and authorising supplier invoices, uploading these to the purchase ledger system and arranging payment.
  • Ensuring compliance with VAT and PSA regulations or equivalent on an international basis.
  • Allocation of expenses to budget holders.
  • Maintenance of all static data (supplier addresses, payment terms, payroll numbers, email addresses etc.
  • Reconciliation of the firms Virtual Card for low cost flights.
  • Liaison with suppliers and staff regarding payment or claim queries.
  • Reconciliation of vendor records and monthly reconciliations.
  • Processing of payment schedules weekly and arranging BACS to suppliers or staff for invoices and expenses which are due for payment on an international basis, making sure that ledgers reconcile.
  • Filing and archiving of all vendor records and invoices.
  • Ad hoc duties as required.

Candidate Overview

If you are the right candidate for us, you will have demonstrable customer services experience, a willingness to learn and experience in dealing with high volumes of transaction processing. We are willing to provide training on the Finance element of this role, so technical knowledge is not essential for this role.  

What can we offer you?

  • Agile working i.e. the opportunity to work from home, subject to diary commitments;
  • 25 days' annual leave entitlement and the opportunity to purchase or roll over 5 days;
  • Contributory pension of up to 5%;
  • Private healthcare;
  • Death in service cover (4 x base salary);
  • Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan;
  • Cycle to work scheme;
  • We envisage this role being full time, however, we are open to considering flexible working arrangements.

For any queries or for a copy of the full job description, please contact our in-house recruiter, Sarah O'Brien . Please note we only accept CVs that are logged on the Recruitment portal.

At Pinsent Masons we value diversity and inclusion. We are committed to creating a better workplace where all our talent can succeed and feel like they belong. We want to attract, retain and develop people at all levels and encourage applications from all suitably qualified candidates whatever your ethnicity, religion, age, physical or mental disability/ long term condition, sexual orientation, gender identity or expression or any other characteristics protected by local law in the jurisdictions in which we operate.


Pinsent Masons is a global 100 law firm, with over 3,400 employees operating from 27 locations throughout Europe, Asia Pacific, Africa and the Middle East.  We have a long-standing reputation for delivering high-quality legal advice rooted in a deep understanding of the sectors and geographies in which our clients operate. Our global reach ensures that we are well-placed to advise on complex multi-jurisdictional matters across a full range of legal disciplines. The firm has significant multinational credentials in the financial services, energy, infrastructure, real estate, and advanced manufacturing and technology sectors.

We champion change and promote progress to make business work better for people. Pinsent Masons has embedded a range of diversity and inclusion initiatives to create an environment in which its people can flourish.

We stand out for our innovative approach to service delivery and believe that innovation flourishes in a diverse workforce. We are proud that in the same financial year Pinsent Masons was recognised as law firm of the year at the Legal Business Awards, we were also named the top employer for LGBT people by Stonewall, one of the top fifty employers for women and ranked 21st out of 700 companies by the Financial Times in their Diversity Leaders list. 

Find Us
30 Crown Place
Earl Street
United Kingdom
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